The Community Coordinator Role and its Responsibilities#

This section covers what the Community Coordinator’s role is and its responsibilities. If the below sounds like you, then see the next section on Becoming an Outreachy Community Coordinator.

Role#

See also

Outreachy provide an overview of this role and its resposibilities on their website

The role of the Community Coordinator is to oversee the Outreachy round. This includes a lot of organisational skill and the ability to recruit and inspire volunteers to act as mentors and community volunteers.

Responsibilities#

This section covers the responsibilities of the Community Coordinator and is presented as a timeline over the course of an Outreachy round.

Before the round#

Approving mentors and projects#

  • When the mentors submit their project proposals, the Community Coordinator will need to approve them on the Outreachy platform. There will be an email notification with details on accomplishing this.

Before the contribution period begins#

  • Assist the mentors in scoping microtasks where necessary

  • Ensure clear lines of communication, such as:

    • Defining a single gitter channel, Discourse thread, email, etc as a point of contact

    • Ensure any links provided by on the project proposals are not broken and point to the intended destination

    • Consider almagamating microtasks for a specific project into a landing page for the interns to avoid confusion

  • Recruit Community Volunteers to help mentors answer questions in the defined communication channels

  • Ensure all mentors and community volunteers are added to the appropriate communication channels

During the contribution period#

  • Ensure all community volunteers and mentors are supported in answering questions and reviewing contributions from the applicants

  • Organise and Hold a Q&A session with Outreachy applicants

    • Post the discussion notes from this session on Discourse and ensure applicants are aware of its location

  • Organise and Hold a sync-up meeting for the mentors

    • As a result of this meeting, mentors may decide to close some projects to new contributors, which can be accomplished through the Outreachy platform

After the contribution period closes#

  • Help with the clean-up process where able

  • Organise and Hold a retrospective with the mentors and community volunteers

    • This can help improve the contribution period for the next round

  • Facilitate the applicant review process where needed

  • Once the mentors have selected their interns, you will need to assign a source of funding for them in the Outreachy platform

    • If you have identified more talented interns than funded spots, this is also when you can apply to Outreachy for additional funding

Before the interns begin#

  • Create some meeting notes documents for the mentor-intern pairs using the template.

  • Introduce each interns to their mentor and set some ground rules using this email template

  • If a member of the community is able to volunteer, also organise an introduction/demo session for the interns. See a previous example of such a session on YouTube.

During the internships#

  • Ensure mentors are submitting feedback for their interns

  • Be available to discuss any issues with mentors and/or interns and involve the Outreachy organisers if necessary

  • Optionally, run Cohort Calls

After the internships#